Program Assistant


IN ORDER TO BE CONSIDERED FOR THIS POSITION AN APPLICATION MUST BE SUBMITTED.
Please go to our website: www.cookinletnativeheadstart.net and fill out an application.

JOB SUMMARY: Perform a variety of office support in the areas of personnel management, resource management, administrative and secretarial duties for the department as well as programmatic support for the program.


ESSENTIAL JOB FUNCTIONS:

1. Completes administrative duties.
• Completes a variety of computer based tasks related to documentation in the appropriate format. Examples include but are not limited to: typing correspondence, memos and reports; meeting minutes and agendas; personnel paperwork; requests for proposals; contracts; creating charts, graphs and tables.
• Obtains and documents all necessary information required to provide services needed.
• May assist in ordering and maintaining office supplies and equipment, maintenance services and any other items necessary for operation of the departments.
• Assists in generating requisitions and purchase orders as required for administrative support, verifying appropriate use of funds citation and chart of accounts.
• Acts as a resource and trains others.
• Arranges meetings and events as directed. Duties include but are not limited to: securing location, arranging equipment and necessary supplies, notifying participants, creating agenda; and completing event or meeting evaluation.

2. Provides administrative system management for department(s).
• Establishes and maintains an authorized system of administrative files; develops and monitors a system to track the status of various actions and correspondence.
• Creates and maintains electronic database records as required.
• Schedules appointments and meetings per established guidelines.
• Completes administrative duties related to travel, training, timekeeping and other appropriate administrative functions.
• Maintains electronic telephone and e-mail directories for the department.
• Gathers information and creates reports as needed.
• Coordinates a wide variety of administrative duties within the department or area assigned.



3. Provides exceptional customer service.
• Receives customers to the program in a friendly, professional and courteous manner.
• Answers phones and directs calls to appropriate staff member or department. Takes messages as required. Determines which can be handled by staff members and which need management. Personally responds to non-technical questions regarding program.
• Assists customers by providing accurate information that meets the customers’ needs the first time.

4. Manages projects as assigned.
• Completes projects as outlined by the supervisor in a timely manner.
• Researches information needed to complete projects.
• Makes suggestions for strategies that would improve the administrative processes within the department assigned.

5. Other duties as assigned by Program Managers.
• May assist in employee orientation.
• Assists in assembling of new hire competency folders.
• Cross trains with other administrative support positions.

6. Participates in all staff meetings, trainings, and problem solving.

NECESSARY SKILLS AND KNOWLEDGE:

• Must be familiar with Alaska Native/American Indian heritage and culture and must be able to serve and effectively communicate with the children and families enrolled in the CINHS program.
• Demonstrated exceptional customer service skills.
• Ability to work with customers in a positive and courteous manner to establish and maintain effective working relationships.
• Ability to maintain and safeguard confidentiality of all employees and enrollees.
• Ability to work as an active participant in a team environment.
• Knowledge and ability to operate office equipment.
• Ability and skill to use a computer.
• Ability to maintain quality, safety and infection control standards.
• Knowledge of administrative skills.
• Knowledge and skill using computerized word processing, spreadsheet and/or database software.
• Ability to complete tasks in a timely, organized and professional manner ensuring adequate follow-up.
• Ability to communicate effectively orally and in writing.
• Ability to research topics as requested and to organize and report relevant information.
• Skill in resolving conflicts and to deal with the public in a cordial manner.
• Ability to gather and analyze data in a statistical format.
• Knowledge of or ability to learn policies and procedures necessary for preparing records, documentation and mandated reports for department’s programs.
• Demonstrated ability to initiate solutions to identified issues independently.
• Demonstrated ability to accomplish a variety of concurrent tasks on a day-to-day basis and make appropriate decisions in performing duties independently to meet the needs and goals of the department.
• Demonstrated ability to manage multiple priorities and tasks concurrently and meet deadlines.

QUALIFICATIONS:

Program Assistant I:
• High school diploma or GED.
• Two (2) to four (4) years prior experience performing program assistant or administrative support duties.
• Current First Aid and CPR certification.
• Must successfully complete TB and hepatitis screening exams and any required vaccinations.
• Must be able to pass a criminal background check as required by state and federal law.


Would you like to work with children? Are you a current or former Head Start parent? We encourage you to apply! Cook Inlet Native Head Start is a non-profit corporation established solely to operate the Tribal Head Start program, providing early childhood education services as well as quality family related services for the Native population in Anchorage, AK. All position descriptions can be located on our website at www.cookinletnativeheadstart.net or stop by to pick up an application. You can apply electronically at our website or turn in your application to the front desk (6901 E. Tudor Rd). Cook Inlet Native Head Start is an Equal Opportunity Employer.

WORK ENVIRONMENT:
May be exposed to communicable diseases. Safety precautions for employees such as blood drawing for screening of various diseases such as hepatitis, required immunizations, etc. are necessary. Occasionally subject to verbal abuse, threats, and physical violence from angry, hostile, or disgruntled patients and/or family. The work requires sitting at work station to perform administrative duties. Requires routine walking, standing, bending, and carrying of items weighing less than 50 lbs. Must be able to work under physically and emotionally stressful conditions. Travel may be required.

Anchorage, AK

4 day(s) ago

Closing Date 2020-10-16